Clinical Data Analyst

Job responsibilities

This role is a very exciting development in the provision of our Livewell South West Liaison Psychiatry Service.

There is increased scrutiny on team performance and a requirement for measuring and evidencing achievement of outcomes.

The role will support the team on a day-to-day basis with ensuring that all patient related activity is accurately inputted into the relevant patient records systems.

Key elements of this role will include:

1. The role will focus on assisting with the regular reporting of performance information and the production of patient waiting time reports and clinical activity for national returns, commissioning datasets, contract monitoring and clinical quality indicators.
2. The post holder will ensure that the correct referral information is input on the patients record to include relevant response times for a liaison service.
3. The post holder will be responsible for reviewing the data entry of team members.
4. The post holder will be able to review the quality of data, ensuring that issues are reported to the team manager/business support manager.
5. The post holder will be in a position to carry out data cleansing when required.
6. The post holder will assist the leadership team and in the production of Liaison Psychiatry data for the local and national networks and for commissioners when required.
7. The post holder will work with the Business Intelligence department to assist the Senior information analysts with the production of reports that are submitted on behalf of the service.
8. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.
9. The role includes taking on some BSM responsibilities as needed, particularly during their absence. This might include supporting with recruitment, completing change forms, managing vacancies and various other tasks. Although this will not be your main role, it might be required as needed
10. Working proactively to support the team with ability to work on own and proactively as part of that team.
11. To provide the day to day supervision and line management of junior staff where appropriate, if required.
12. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
13. The post holder will have excellent IT skills, particularly when using Microsoft Word and Excel. The post holder will use these systems, plus all other IT systems effectively. Using these systems to monitor, analyse and produce reports where required.
14. The post holder will need to be skilled in monitoring large amounts of data and interpret effectively to provide accurate documentation.
15. The post holder will need to review data quality errors in the service and be proficient in rectifying these.
16. The post holder will be able to implement new processes within the service, ensuring they are embedded effectively.

Tasks and Responsibilities pf the post:

Analyse data to enable managers to monitor budgets and performance in relation to business support function.

Collate information, prepare reports and presentations pertaining to the service area at the request of the service manager.

Produce information for service area users with support of service managers.

Ensure that the corporate support function complies with all Livewell South-West policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Manage specific projects as requested by the service manager and provide updates on progress.

Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken.

Ensure that fire safety policies are adhered to within the service area.

Organise data collection to support research and development.

Business Intelligence requirements:

To work with the rest of the Business Intelligence Team to ensure the organisation meets its business intelligence needs. This covers internal/external, statutory/mandatory requirements and ensuring that deadlines and timescales are met.

To assist in the collection and production of information for use by the Information Team within their various reporting streams. This will include liaising with clinical teams to obtain data that is not captured currently on a routine basis.

To assist in the regular maintenance of the workforce information system (ESR) and production of routine workforce information reports.

Inputting and manipulating data, advanced keyboard skills required for accurate data input and analysis.

To have an acute awareness of data quality in all work undertaken and escalate problems as appropriate.

Highlight potential conflicts and problems or issues to the Senior Information Analyst and enable, implement and deliver changes and solutions.

To maintain and enable open communication, and to give advice and guidance to other departments, senior managers, clinicians and external stakeholders in a professional manner

To undertake appropriate training and to enhance skills to enable and improve the Business Intelligence provision.

To understand and participate in general duties within the Business Intelligence Team.

To undertake other relevant duties as may be required by the Senior Information analyst.

Staff Management & Development:

1. Provide the day-to-day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal.
2. Lead on recruitment and selection of administrative staff and support other managers with recruitment processes.
3. Develop workforce by providing induction, in-post training, and updates for relevant staff.
4. The post holder will be expected to support the team manager in developments in the service including the expected provision of admin support over 7 days.
5. The post holder will support organisational change and consultation processes affecting staff team.

Although this role is not likely to require line management responsibilities currently, there might be a need in the future as the role develops.

Physical efforts:

• Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.
• May have to occasionally move presentation equipment and office supplies or clinic consumables.

Mental efforts:

• Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.
• The work may not be predictable and there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.
• The post holder will have an awareness of the demands on Acute services which requires rapid responses from both clinical and administration teams.

Emotional Effort:

• There may be some exposure to service users who may exhibit difficult & challenging behaviours.
• You might be exposed to conversations which can be distressing for some people, whilst working in a team which supports peoples mental health.

Working conditions:

• Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Key Behaviour Competencies:

Working together-

• Be straightforward in our dealings with each other and build relationships.
• Listen to others and explain the decisions we have made.
• Recognise and remove barriers to action.
• Create an open and positive learning culture.
• Learn from mistakes & ask others for support where necessary
• Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.
• Ability to reflect on ones behaviour and change them.
• Uphold the values and be proud to be part of organisation.
• Ensure appearance is professional & name badge visible.

Act with Integrity-

• Be honest and do what you say you will do.
• Take responsibility and be accountable for your actions.
• Guard and build the organisations reputation.
• Take into account the human and social impact of our work.
• Treat everyone in a friendly,courteous manner; smile & make eye contact.

Building Success Together-

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships.

Listen to others and explain the decisions we have made.

Agree on our goals and see them through.

Treat each other with dignity and respect.

Learn from each others experiences.

Additional information for all posts:

The post holder is required to comply with all relevant policies and procedures pertinent to their post. Current versions can be found on the intranet or via your manager. The areas listed below are those Plymouth Community Healthcare (CIC) currently places particular emphasis on. Failure to follow correct policies and procedures may result in disciplinary action.

This Job Description is not exhaustive and may change as the post develops, but such change will not take place without consultation between the post holder and his/her manager. Job descriptions should be reviewed at least annually at the appraisal meeting.

Skills & Abilities

Essential

• Excellent verbal and written communication skills.
• Able to use judgement and initiative to provide information and support.
• Accurate and fast typing and data entry skills.
• Ability to manage and lead a team and work within wider teams.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support.
• Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
• Able to compose and transcribe minutes, correspondence and reports.
• Effective time management skills.
• Empathetic approach to managing and resolving enquiries
• Flexibility to meet competing demands within the working day.
• Able to manage difficult and distressing situations effectively.
• Flexible and adaptable, ability to learn new skills and develop role.
• Able to work as part of a team.

Qualifications

Essential

• Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
• Training as required to fulfil the role requirements

Desirable

• Supervisory Qualifications.
• NVQ III in Business Administration.
• RSAIII equivalent typing / word processing including audio typing.

Experience

Essential

• Experience of supervising other staff members.
• Ability to handle confidential information with discretion.
• Significant previous experience of working in a senior administrative or supervisory role.
• Experience of working in a customer facing role.
• Decision making and resolving complex work related issues.
• Experience in a previous analytical role.
• Experience of working to deadlines.

Desirable

• Fully competent in the use of Livewell South-West systems.
• Recent experience of working in a health care provider office environment.
• Experience of working alongside/within a non-statutory environment.

Knowledge

Essential

• Thorough working knowledge of Microsoft Office packages, ie: Outlook, Word, Excel.
• Excellent understanding of general office working procedures.
• Knowledge of Referral to Treatment Targets and guidelines.

Desirable

• Up to date knowledge of Livewell SW policies and procedures.
• Knowledge of SQL.
• Knowledge of SystmOne.
• Understanding of Data Protection legislation.
• Awareness of current issues within the NHS.
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
• Awareness of Business Intelligence.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).